Manager, Gift Administration (Based in NYC Office)

Hospital for Special Surgery•New York, NY

1d•Onsite

About The Position

The Manager, Gift Administration leads day-to-day gift processing and administration for the HSS Foundation, ensuring accurate and timely recording, receipting, documentation, and reporting of philanthropic revenue in accordance with organizational policy and regulatory requirements. This role partners with Development Operations leadership and cross-functional stakeholders to maintain strong data integrity and internal controls while continuously improving processes and service. The Manager reports to the Director, Development Administration and directly supervises two Development Operations Associates. This position is based in the HSS NYC office and is onsite/in-office. Note: This position may require the individual to work the week between Christmas and New Year's Day as well as will be limited in requesting vacation time at the end of the calendar year (November through January).

Requirements

Bachelor’s degree required.
5+ years of related experience required, preferably in an academic medical center development office or other complex nonprofit environment.
1–3 years of experience leading or mentoring staff and/or managing workflows is strongly preferred.
Demonstrated organizational and planning skills; strong follow-up and follow-through to ensure personal, team, and organizational objectives.
Strong written and oral communication skills to interact effectively with different departments and a diverse group of individuals.
Managerial experience and skills, including the ability to coach and foster professional growth.
Entrepreneurial spirit that embraces change; enjoys working in a dynamic, fast-paced environment.
Ability to exercise tact, diplomacy, and excellent judgment always.
Strong attention to detail and commitment to confidentiality; demonstrated ability to handle sensitive information with discretion.
Analytical/problem-solving skills; ability to interpret policies, identify root causes, and implement corrective actions.
Customer-service mindset with the ability to respond to donor and internal inquiries professionally and with urgency.

Nice To Haves

Preferred experience with the following systems: The Raiser’s Edge 7/NXT; Luminate Online; Omatic; and banking via lockbox (as applicable).

Responsibilities

Oversee all aspects of gift administration and serve as a primary resource on gift processing practices, documentation requirements, and policy interpretation for internal and external constituents.
Oversee gift entry and data quality, ensuring transaction accuracy and completeness for all gift types (e.g., checks, credit cards, wires/ACHs, securities, matching gifts, pledges, and online gifts as applicable).
Review, reconcile, and balance daily transactions, cash reports, lockbox activity (as applicable), and receipts; research and resolve discrepancies promptly.
Establish, document, and maintain gift processing procedures and internal controls to support audit readiness, segregation of duties, and risk mitigation.
Ensure gifts are coded accurately (fund/designation, appeals, solicitor/crediting, soft credits, restrictions, and tribute/memorial details) in accordance with organizational policy.
Facilitate the receipt of gifts, as applicable, e.g., confirm matching gifts, confirm gifts from DAFs and foundations that require certification or banking information, file gift receipts, etc.
Develop, maintain, and monitor the acknowledgements and receipting process to meet departmental standards for personalized and timely donor communications, including required tax language and substantiation for applicable gift types.
Maintain templates and business rules for acknowledgements; partner with colleagues to troubleshoot exceptions and resolve donor inquiries related to gift details, receipts, and documentation.
Support stewardship and donor relations needs by providing accurate gift and pledge histories, tribute notifications, and related reporting.
Partner with the Director to establish and maintain data integrity standards and practices; monitor data hygiene and implement ongoing quality assurance routines (e.g., de-duplication, address hygiene, constituent coding consistency, and exception reports).
Serve as a system power user for gift administration functionality; help define requirements, test enhancements, and support upgrades/changes for fundraising systems and related tools.
Identify, recommend, and implement process improvements (automation, batching, standardization, documentation) to increase accuracy and throughput while improving the donor experience.
Create, maintain, and own Gift Administration standard operating procedures (SOPs) and job aids; lead training and ongoing adoption to ensure consistent execution and knowledge transfer.
Develop, maintain, and govern Monday.com boards supporting gift processing and acknowledgement production (workflows, intake, assignments, and tracking), and train staff on effective use.
Conduct pledge review and reminder processes quarterly (or as scheduled), ensuring appropriate documentation and follow-up.
Ensure regulatory compliance with charitable gift accounting policies and reporting standards; monitor and apply IRS regulations and substantiation rules as they pertain to gift acceptance, processing, and receipting for a 501(c)(3) organization.
Maintain appropriate documentation for complex gifts and exceptions; escalate issues as needed and coordinate with Finance/Legal leadership where appropriate.
Provide day-to-day leadership to assigned staff; set priorities, coach performance, and support professional development.
Create and maintain policies, procedures, and training materials; deliver training for new hires and cross-functional partners as needed.